Data Loss Prevention and Data Backup

It is not a good day at work for you when you realize you have lost an important document that you worked on for hours, or when you realize your hard drive has been completely wiped out. The importance of data backup may seem a bit repetitive at this point, but it does take more effort to replace the data once it is gone than it takes to back it up.

First off, you should have a backup schedule. You should also think about how you’re going to implement it. Will you hire someone to do continuous backup for you? Maybe you’ll just use backup tapes. Backup tapes may seem like a perfectly fine idea to you, but you need to keep in mind that if a disaster strikes on site, no electronic device will save your data unless it is in a remote location.

Continuous backup is a process by which your data is constantly backed up by frequent ‘snapshots.’ Remote backup is a process by which your data is maintained off site without having to manually transport your data. Manual transportation has proven time and again to be an unsafe measure. You may want to consider continuous remote data backup for your company to ensure the best security of your information.

Other measures to take include keeping your computers in cool, dry, areas that are free of dust. Use a generator – if there’s ever a power outage, you want your computer to stay on so that data doesn’t disappear because you didn’t get the chance to save it. In addition, antivirus software is essential for keeping your computer’s system healthy and decreasing your risk of losing data.

Written by Melissa Cocks

Preventing Computer Viruses

Far too many company and household computers become infected with viruses annually, and the affects of these infections can be devastating to the user. Since there are so many ways a virus can enter your computer’s system, it’s important that you know how to block off those entrances. Here are several ways to decrease the chances of your computer becoming infected:

-Don’t solely rely on anti-virus software, although you should have it installed. Be sure to update often to detect and protect your computer from the most recently created viruses.
(It also doesn't hurt to install a spyware, malware, and adware removal application)
-Read the headlines. Stay on top of the news to educate yourself about new viruses.
-Try not to open an e-mail attachment until you are sure it is safe. Make sure you know the person or why it may be sent to you.
-Once again, surf the web for news about viruses so you know common subject lines and file extensions relative to those viruses.
-Disable automatic attachment viewing in your e-mail settings.
-Set your Word and Excel settings so that Macros are disabled when a file is opened up for viewing.
- Use search engines that are well-known for generating results relevant to search terms. A site is probably safe if a lot of people have linked to it, but keep in mind that this isn’t always the case. This way, your chances of being directed to a site that hosts a virus is less likely.
-Make sure you set your security settings to ‘high’ in your web browser.
-Try to avoid downloading free applications from unverifiable websites.
-Configure your settings so that you can always view file extensions.
The following are examples of file extensions to be suspicious of when they show up in e-mail:

ADE, ADP, BAS, BAT, CHM, CMD, COM, CPL, CRT, DLL, EXE, HLP, HTA, INF, INS, ISP, JS, JSE, LNK, MDB, MDE, MSC, MSI, MSP, MST, OCX, PCD, PIF, POT, REG, SCR, SCT, SHB, SHS, SYS, URL, VB, VBE, VBS, WSC, WSF, WSH

It is easy to tell yourself you will regularly take these measures to maintain your computer security and implement virus protection, but it is also quite easy to forget. This is often how viruses end up finding their way into your computer.

Written by Melissa Cocks

The Importance of Having a Business Continuity Plan

What would happen if your data was lost or you lost internet for the day? If a hurricane hit and your information was gone, would you be able to continue performing your everyday business tasks? If not, how long would it take to recover your business? These questions are overwhelming, but important to ask yourself when it comes to threats to your business.

Whether you are the CEO or the CIO of your company, it is important to acknowledge the value of having an established business continuity plan. It is difficult to believe that something drastic enough to disrupt your everyday business activities could take place, but it is often when we assume things could never happen to us that they do.

Many U.S. companies encounter computer system failures annually. A lot of these failures last for over a day, which can significantly affect profit and customer relationship management (CRM). Also, it has been found that many businesses do not have a plan in place in case a disaster was to occur. That being said, there could be an even greater impact if disaster struck because many businesses depend on each other to operate efficiently and profitably. The potential domino effect that businesses would experience in the worst case scenario would be devastating.

On a lighter note, let’s just say that your email server was down for a day for whatever the reason may be. You might say, “But we could use the phone.” That is true, but consider how heavily businesses depend on databases, and rightfully so. Using them is easier and faster than going through a Rolodex of contacts, and they organize every piece of information regarding a single contact. You are going to want to make sure you have a plan in place and also seek help from IT professionals or an IT team in order to lessen the impact of disruption.

Assessing how vulnerable you are to being impacted by disaster or data loss is an important step in planning for business continuity. Here are a couple of questions that may make you think about how important a continuity plan is to your specific business:

-What activities are most important to your business?
-Can you survive without them or do you have an alternative?
-How much of your business’ productivity depends on computers/databases/internet?

Chances are that you feel concerned if you have not already established a plan, which isn’t surprising since most of America’s businesses rely on computers. Here are some steps you can take to make sure you are prepared in the case of disruption:

-Identify important roles in your company (who plays a crucial role in everyday business? If a certain person in your company was to no longer be there, would you have a backup?) Include solutions in your plan.

-Identify places for equipment rental and back-up supplies

-Implement off-site data backup or seek IT support/IT consulting

-Map out an alternate location (where would you move offices to temporarily if needed?)

-Have this plan set in stone

Additionally, you need to be sure every employee is informed of the plan, so it would be a good idea to conduct information sessions or send out newsletters regarding the business continuity plan.

Written by Melissa Cocks

IT: The Secret Weapon of Competitive Business

By Art Gib

Apr 9, 2009

Information Technology or IT as it has been aptly nicknamed is the culmination of every aspect of business that incorporates computers. Essentially IT cover the spectrum of business needs from data storage and backup to building and maintaining computer networks to providing hosting and web services to developing customized software solutions and providing help desk support for business. In today's competitive marketplace IT solutions are the lifeblood of industry that keep small, medium and large businesses in business.

IT support is among the fastest growing industries, with the advent of newer and faster technologies that are designed to exchange more data quickly and store extraordinary amounts of information the need for IT service providers has steadily increased over the past decade. There are now in the United States over 1.6 million people working in the IT industry. Projections for employment growth are between 18 and 26 percent for all IT related employment by 2014.

With customized solutions available and the growing need for qualified technicians the IT industry has expanded to service not just large corporations that house hundreds of employees and network the entire office together through a system of servers, firewalls, and exchange interfaces, but the small and mid sized business is also experiencing the need for IT solutions that handle any computer related quandary such as web hosting or spam filtering or even the scaled down networking of three or four computers into a single server so that interoffice information can easily be shared with each employee.

The question posed to the small and medium sized business is one of cost effectiveness in finding an IT service provider that can meet the growing needs of small business and offset the expense of hiring a staff IT specialist. Some business owners are under the impression that IT can be handled by an existing employee that services the companies limited IT needs in addition to their other duties.

This thought process may be detrimental to the small business owner as technological advances require continued training and experience with emerging technology that the layperson does not understand. It is one thing to connect a computer to the Internet, but quite another to effectively network and entire offices exchange server and data storage.

Selecting the right IT solutions provider shouldn't be a difficult or costly prospect. With a little research business owners can find an IT provider that has the knowledge and experience to effectively and efficiently enhance business performance, keeping both small and medium sized businesses competitive with larger corporations.

NSK Inc is an information technology consulting company offering IT support in Boston and IT support in San Francisco.

About the Author
Art Gib is a freelance writer.